Rossana Aguilar
Stockton,CA
Summary
Driven and resourceful administrative professional with 20+ years of experience assisting with work of high-achieving executives. Track record supporting professional needs with well-organized precision. Successfully manages high-volume workloads in rapidly changing environments.
Overview
33
33
years of professional experience
Work History
Accounts Payable/Accounting Administrator
CCIntegration, Inc.
09.2016 - Current
- Communicated with other departments to verify purchases.
- Reconciled invoices and purchase orders and updated databases accordingly.
- Liaised with vendors to communicate payment status.
- Entered purchase orders, invoices and payments into company accounting system.
- Updated and maintained aging report to facilitate payments
- Positively interacted with all partners, employees and customers using exemplary communication and interpersonal talents.
- Maintained account accuracy by reviewing and reconciling checks monthly.
- Reconciled company bank, credit card and line of credit accounts, investigating and resolving discrepancies to keep accounts audit-ready.
Business Administrator
VAPE LOUNGE LLC/VAPERSJUNCTION.COM
01.2014 - 10.2015
- Established and managed all administrative policies and procedures for the company
- Responsibilities included: Recruitment, Accounting/Bookkeeping including Accounts Receivables and Payables, Timekeeping/Payroll, Records Management, Budget Planning, Project Management, Human Resource Policies and Procedures which includes state employment laws, employment taxes, and payroll
- Organize and facilitate company meetings
- Ensure company meets all business filing deadlines such as Board of Equalization and Employment Development Department
- Assisted in development of online web store
- Maintain and post blogs pertinent to company's subject matter
- Maintain and update web store as needed; adding/deleting products ensuring that it stays uniform with physical storefront
- Market new products using social media such as Facebook, Instagram and Tweeter.
- Reduced office expenses by finding smarter solutions for vendors, suppliers and services
- Identified opportunities to streamline processes and improve office operations and efficiency
Temporary Administrative Assistant
PLANTRONICS/AEROTEK
08.2015 - 01.2015
- Perform day to day administrative duties and provide support to Global Customer Care
- Maintain and schedule calendar meetings and events
- Arrange department employee's travel
- Enter department requisitions and maintain purchase orders in Oracle, ensure vendor invoices are received in Oracle and submitted to Accounts Payable for payment in a timely manner
- Generate spares request reports daily from customer relationship management software Salesforce, submit to Order Management to place spares orders to ship to customers within the United States, Canada and Australia
- Track order shipments through Oracle when requested by case owners
- Take meeting minutes and upload to an online shared drive for team members who need to review meeting discussions
- Maintained a good relationship with management and staff.
- Restocked supplies and placed purchase orders to maintain adequate stock levels
- Received and sorted incoming mail and packages to record, dispatch, or distribute to correct recipient
Health Service Assistant II
NATOMAS PARK ELEMENTARY
01.2006 - 01.2007
- Worked under the supervision of the school principle as the Office Administrator and Health Assistant
- Office Administration: Responsible for maintaining all areas involving office administration which includes parent communications, tracking attendance, record keeping, and data reporting to the district
- Health Assistant: Maintained the health room at the school facility ensuring that it was stocked with inventory necessary to care for the children
- Main point of contact for parents who had children with special needs
- Maintained all records involving student's health which was reported to the district office monthly
- Maintained a strong rapport with parents, colleagues and district administrators.
Office Manager
TEXSUPPORT/CLEAR I.T. SOLUTIONS, LLC
01.2004 - 01.2006
- Established and managed all administrative policies and procedures for the company
- Trained and supervised the office staff and ensured each individual knew their roles and responsibilities within the company
- Responsibilities included: Recruitment, Accounting/Bookkeeping including Accounts Receivables and Payables, Timekeeping/Payroll, Records Management, Budget Planning, Project Management, Human Resource Policies and Procedures which includes state employment laws, employment taxes, and payroll
- Assisted in the creation of the Employee Handbook
- Organized company events such as team building sessions
- Ensured that the office space was utilized to its maximum capabilities without going against city codes
- Kept all inventory stocked for employees use such as office supplies and first aid boxes
- Created and implemented the telephone directory and infrastructure, assigned all email accounts and telephone extensions to new employees, created the prompt trees to help direct callers to the appropriate extension
- Provided low to mid level desktop support to our clients who needed assistance with issues such as e-mail and various software programs like Microsoft Office Suite
- Maintained a strong rapport with clients and vendors
- Organized and attended social networking events to help market and promote the business.
Office Coordinator
WORLDCOM, INC.
01.2002 - 01.2003
- Main point of contact for employees who needed assistance with property and building problems
- Maintained the facility database which was used to create trouble tickets and tracked the progress of each ticket
- The information stored was then used to create monthly reports submitted to the department Vice President
- Tracked and maintained all projects, project budgets and ensured that each project stayed within its timeline
- Ensured that all requests were routed to the appropriate person
- Maintained the departmental calendar
- Organized department meetings and events.
IT Business Operations Coordinator
LUCENT TECHNOLOGIES
01.2000 - 01.2001
- Worked closely with the department Business Manager
- Managed and tracked multiple project budgets, department budgets, department expenditures as well as department revenues and earnings
- Tracked multiple projects to ensure that each project was within budget and within proposed timelines
- Analyzed, compiled and generated financial reports that were used by leadership for reporting and decision making
- Coordinated and scheduled all department meetings, trainings and events
- Processed all purchase requisitions and reconciled department credit cards and vendor accounts
- Maintained employee records ensuring that it was kept in a secured and locked location
- Attended high level leadership meetings at the request of upper management and provided all the necessary information when called upon
- Assisted in the story boarding, outlining, creation, and successful implementation of the department website used by company employees who needed basic information of where to go for services
- Maintained confidentiality and discretion at all times
- Established and kept a strong rapport with company vendors.
IT Administrative Assistant
LUCENT TECHNOLOGIES
01.1998 - 01.2000
- Administrative Assistant to the Vice President, 10 managers, and 160 department employees who were on-site or located at satellite offices
- Maintained, scheduled and tracked the Vice President's calendar
- Made all travel arrangements for the Vice President and management team
- Answered incoming calls including the Vice President's extension and redirected the caller to the appropriate person or department
- Generated travel expense reports for the management team
- Sorted and distributed all incoming mail for the department
- Tracked department inventory and office supplies
- Processed employee timesheets for submission to payroll
- Wrote department communications to inform company employees whenever there was a scheduled maintenance, back-up or upgrade
- Generated monthly reports for all department expenditures and earnings for the VP and Business Manager
- Edited written communications; created and edited PowerPoint presentations for the Vice President and management team
- Planned and coordinated department events and employee training programs
- Ensured that each new employee received, reviewed, and signed all employee documents and records, informed them of basic procedures such as how to fill out their time sheets
- Assigned their workspace, office equipment, and telephone extensions
- Tracked and maintained department employee database
- Ensured it was kept updated.
Education Outreach Coordinator
INTERNAL REVENUE SERVICE
01.1991 - 01.1993
- Provided support to the department manager and employees
- Responsible for all office administration such as mail distribution, calendaring and scheduling, stocking and tracking office inventory from office supplies to office equipment, answering all incoming phone calls and redirecting the caller to the appropriate person
- Other responsibilities: Assisted in the advertising and recruitment of volunteers for annual programs that provide free assistance to low-income families and the elderly
- Organized and scheduled training for program volunteers
- Organized and scheduled Small Business Workshops for Small Business Owners who needed assistance on how to file their business taxes
- Recruited and scheduled Tax Auditors for each of the training sessions and workshops
- Organized the Midnight Madness (April 15th deadline) event at the local post offices
- Ensured the local post offices and libraries were stocked with tax documents and tax forms
- Wrote or edited all written communications from the department and ensured that it received the appropriate signatures from upper management.
Education
Bachelors of Arts Program - Business Administration
University of Phoenix
Sacramento, CAGeneral Education for Transfer -
De Anza College
Cupertino, CASkills
- Administrative Abilities
- Bookkeeping
- Financial Management
- Finance
- Account Reconciliation
- Data Analytics
- Clerical Abilities
- Policy and Procedure Modification
- Microsoft Office Suite
- Presentation Design
- Travel Coordination
- Expense Reporting
- Travel Arrangements
- Verbal and Written Communication
- Invoicing and Billing
- Critical Thinking
- Scheduling and Calendar Management
- Process Improvement
- Administrative Support
- Office Management
- Event Planning
- Mail Handling
- Meeting Coordination
- Business Administration
- Calendar Management
- HR Support
- Budgeting and Expense Monitoring
- Technology Troubleshooting
- Quickbooks
- Office Administration
- Event Coordination
Training
California State Laws on Payroll and Human Resource Practices, California Employment Development Department; Federal and State Tax Form Completion, Internal Revenue Service; Human Resource and Personnel Practices, Belinda Morse, Business Consultant Diversity and Multicultural Work Environments; Harassment Training, CCIntegration, Inc.
Timeline
Accounts Payable/Accounting Administrator
CCIntegration, Inc.
09.2016 - Current
Temporary Administrative Assistant
PLANTRONICS/AEROTEK
08.2015 - 01.2015
Business Administrator
VAPE LOUNGE LLC/VAPERSJUNCTION.COM
01.2014 - 10.2015
Health Service Assistant II
NATOMAS PARK ELEMENTARY
01.2006 - 01.2007
Office Manager
TEXSUPPORT/CLEAR I.T. SOLUTIONS, LLC
01.2004 - 01.2006
Office Coordinator
WORLDCOM, INC.
01.2002 - 01.2003
IT Business Operations Coordinator
LUCENT TECHNOLOGIES
01.2000 - 01.2001
IT Administrative Assistant
LUCENT TECHNOLOGIES
01.1998 - 01.2000
Education Outreach Coordinator
INTERNAL REVENUE SERVICE
01.1991 - 01.1993
Bachelors of Arts Program - Business Administration
University of Phoenix
General Education for Transfer -
De Anza College